Host Guidelines




UPDATED 2/29/2016


1.      There must be a 12 – 20 sleeping room block reserved at the hotel (but do not guarantee payment on more than 12 rooms, otherwise WCSEA would have to cover the unused rooms).  Anticipate reserving more rooms when the meeting is associated with Director’s Dialogue and Fall Conference.

2.      Obtain the conference room from Thursday at 2:00 pm through Friday at noon, if possible.  Meetings usually are held from 2:00 – 6:00 on Thursday and 9:00 – 12:00 on Friday.  Occasionally, CSTAC may meet prior to the Thursday meeting.  Please check their schedule to make sure the room can be made available to them.  The cost should be reasonable.  Meeting room costs ranged from no charge to $200 per day in 2015 and 2016.

3.      Sleeping rooms should be at the state rate ($82, $90 for Milwaukee, Racine, and Waukesha counties).  Some hotels offer the state rate to members if they wish to stay on Friday and Saturday nights.  Be sure to ask if they will offer this and if so, let the members know.

4.      The conference room should be a hollow square table for 30 attendees with water at the table and preferably pens and pads of paper.  Extra chairs to accommodate up to an additional 20 attendees must be placed around the outside of the room (more for the meetings associated with Director’s Dialogue and Fall Conference). 

5.      The conference room must have speakerphone compatibility so that members may appear by phone.  WCSEA will provide the phone so an outside line is all that is necessary.  Costs for outside phone lines ranged from no charge to $25/day in 2015 and 2016. 

6.      An on-site dining room located at the hotel is preferable.

7.      WCSEA is not a tax exempt organization, but all the counties are.  All attendees who stay overnight should bring their tax exempt certificates to check-i 

8.      WCSEA will provide a room to the host county at Board of Director meetings and at the WCSEA Fall Conference.  

9.      Snacks and refreshments should be made available and the cost contracted at the state rate.